How do I set up automated queries in my study? (Step 5)

Modified on Wed, 7 Feb, 2024 at 4:12 PM

Learn how to create automated queries for your study.

TABLE OF CONTENTS

Setup
How does automated closing of queries work?
Video

⭐ Automated queries are queries which are automatically opened when a certain pre-defined condition becomes true. We recommend using this feature to improve data quality by proactively eliminating input errors.

Setup

	Go to the study editing mode and select the 5th step: "Trigger events". Stay within the first tab "Validations / Automated Queries".
	Click on “Add a new validation / automated query."
	Add a title to the automated query.
	Select the input form WHERE the automated query should appear.
	Select the input field within the input form where the automated query should appear.
	Now you can select under which conditions the automated query should be opened in the selected input form.
	Choose the corresponding input field.
	Select the comparison type.
	You can compare either with: - an exact input form or - with another input form.
	Now you can add another condition and choose a different input form. This applies when you wish to set automated query conditions across two input forms.

⭐ Name your automated queries according to a coherent and structured system so that you can quickly find them after they have been created. Specify the name of the input form in which the automated query should be displayed.

	The same questions will appear again.
	At the end, choose whether the automated query should be opened if all or any of the conditions are met.

	Until this step, we do not differentiate between setting up a Validation or an Automated Query. But next, you can choose whether you wish to: 1. Create a validation , 2. Create an Automated Query, or 3. Create an Automated Query in combination with a validation.
	If you select Automated Query: Choose a default query status which the query is created with. Per default, we recommend “Open”.
	Add a message, e.g. “The value should be between 1 and 10. Please check and correct if applicable.”
	If you select Validation and Automated Query, first choose a validation type and message for the validation to show in the field.
	Consequently you choose a query status and message. To make your message more comprehensive, it is possible to add a tag called 'field_value' to refer to the specific field value the user has entered inside your message. Remember to save your changes.

⭐ Automated queries in combination with a validation can only be created when the selected validation type is either Success or Warning.

⚠️ Automated query status: Be aware that if you choose “closed” as a default status, the automated query will automatically be shown as closed in the input form and query overview.

How does automated closing of queries work?

All of the following conditions must be met in order for an automated query to be automatically closed by the system:

All previously opened queries in the thread were made by the system and are automatically marked as "non applicable" by the system after the value has been updated by a user and the query condition no longer applies
A user has not added a manual comment to the query thread – e.g. commenting that the input field value has been updated

⭐ When does the system mark a query as "Not applicable"?

If a value of an input field that an automated query condition was set on is updated, with the result that the value no longer meets the query condition, the system will automatically mark the query message with a tag called "Not applicable" inside the query message thread.

⚠️ Amendments: Please note that automated queries will not be automatically applied to data that existed before the creation of the query or after changing the query conditions. The new or changed automated query will only be applied to data entered after the query set-up.

⚠️ Ensure proper testing of your automated query set-up. If wrong query conditions are defined and applied to data entries, it is only possible to fix wrongly created queries by manually closing them.

Video

At Climedo, in addition to our popular validations, you have the option to create automatic queries as soon as the conditions you define apply. In this video, we'll show you how to easily set up these automated queries. Additionally you can combine them together with a validation.

✉️ Still have questions? Feel free to contact your Customer Success Manager or email us at support@climedo.de.